Senior Administrative Support Specialist

Expertise and Functions

• Ensure the leadership is kept informed of all issues of interest that relate to the mission of the directorate
• Monitoring progress toward accomplishment of various taskings and initiatives
• Provides support by supplying the information and background for the preparation of program events
• Draft documents for leadership approval and signature
• Disseminates program policy and specific initiative guidance for members of the organization
• Coordinates, documents, monitors, and supports a variety of meetings and conferences to include, but not limited to, scheduling and setting up of physical and virtual meetings and in support office staff and external participants
• Prepare background information and invite required meeting participants ensuring documentation of the meetings are filed IAW organizational policy
• Documentation may include but is not limited to attendance logs, minutes and/or action items with corresponding action officers
• Maintains scheduling documents and requirements for video and online conferencing set up and execution, which may include but is not limited to the maintenance logs on the equipment, the corresponding instructions on equipment set up, and meeting execution
• Prepare correspondence, reports, papers and briefings IAW applicable policies and templates
• Maintain appointment calendars and conference room schedules
• Answer telephones, forward messages, and provide responses to routine queries
• Coordination, consolidation, analysis, distribution and monitoring of action items, suspenses, and responses
• Provide inputs and recommendations regarding administrative and office management processes and procedures
• Prepare and update program office file management documents
• Prepare agendas, reports and briefings for staff meetings
• Assist Government with management of organization’s workflow
• Other duties as assigned

Requirements

Education/Training:

• Bachelor’s Degree in a related field required

• Additional experience may be substituted for a degree.

• Master’s Degree preferred

Experience:

• 12+ years of experience supporting management personnel
• Experience supporting management personnel within the DoD preferred
• 10 years of directly related experience with 5 years of experience in a DoD setting required

This role requires 10% travel

Security:

• Must be a US citizen
• Active DoD issued security clearance at level Secret or higher required

Physical Requirements:

• Able to occasionally reach with hands and arms
• Prolonged periods of computer screen use, while sitting or standing at a desk
• Adhere to safety protocols when in work areas requiring use of PPE (e.g. eyewear, gloves, masks, hearing protection, steel toed shoes, etc.)
• Able to safely lift and carry up to 20 pounds at a time

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources